Generating Multiple Invoices for a Single Customer in Work 365

Applies to: Work 365, Dynamics 365
Audience: Administrators, Billing Teams

Overview

In Work 365, generating multiple invoices for a single customer is possible by utilizing the Billing Contract structure. This is particularly useful when a customer requires separate invoices for different:
✔ Departments
✔ Locations
✔ Services

This guide provides step-by-step instructions to efficiently set up and manage multiple invoices for a customer while maintaining accurate financial records.

Steps to Generate Multiple Invoices

1. Assess Customer Structure

✅ Determine Billing Requirements
✔ Identify if the customer needs separate invoices for various departments, locations, or services.

✅ Account Hierarchy
✔ Establish whether each entity (department or location) has its own CRM account or if they are managed under a parent account.

2. Set Up CRM Accounts

✅ Parent and Child Accounts
✔ If managing multiple entities, create a parent account for the headquarters and child accounts for each department or location.
✔ This structure ensures accurate billing addresses and tax calculations.

3. Create Billing Contracts

✅ Individual Contracts
✔ For each entity requiring a separate invoice, create a distinct Billing Contract.
✔ This enables tailored invoicing per department, location, or service.

✅ Assign Subscriptions
✔ Allocate the appropriate subscriptions to each Billing Contract based on the services or products utilized by the respective entity.

4. Configure Invoice Settings

✅ Billing Cycles
✔ Define specific billing cycles for each Billing Contract to align with the customer’s invoicing preferences.

✅ Invoice Templates
✔ Customize invoice templates as needed to reflect branding or specific information pertinent to each entity.

5. Generate Invoices

✅ Manual Generation
✔ Navigate to each Billing Contract and manually generate invoices as required.

✅ Bulk Generation
✔ For efficiency, especially with numerous Billing Contracts, use the bulk invoice generation feature.

Steps for Bulk Invoice Generation

1️⃣ Navigate to:
Work 365 > Billing and Invoicing > Billing Contracts
2️⃣ Select the desired Billing Contracts.
3️⃣ Click on the Work 365 dropdown and choose Generate Invoice.
4️⃣ Confirm the billing cycles and proceed to generate the invoices.

6. Sending Invoices

✅ Automated Sending
✔ Configure Work 365 to automatically send invoices upon generation, ensuring timely delivery to the respective entities.

✅ Manual Sending
✔ Alternatively, manually send invoices by selecting them and choosing the send option.

Important Considerations

Tax Calculations
✔ Ensure that each CRM account has the correct billing address to facilitate accurate tax computations.

Provider Accounts
✔ If the customer utilizes multiple provider accounts, map each to its respective CRM account and Billing Contract.

Subscription Management
✔ Maintain consistency between parent and child subscriptions, especially when changes occur, to ensure accurate invoicing.

Conclusion

By following these structured steps, you can efficiently generate multiple invoices for a single customer in Work 365, ensuring:
✔ Accurate billing
✔ Organized financial records
✔ Improved customer satisfaction